Frequently asked questions.
Everything you need to know to make your practice management easier
Can I migrate data from my current system onto Cloud Appointments?
Moving your practice from your current system to Cloud Appointments is easy. It is important Cloud Appointments works well for you and your practice. We will discuss your data migration requirements before you sign up and carefully manage the migration of your data, so you don’t lose time or important information.
What equipment do I need for Cloud Appointments?
We recommend a medium-spec desktop PC, laptop, iPad or tablet with at least 1024 pixel resolution width. Cloud Appointments runs on Windows and Apple desktops, iPads, Android tablets, iPhones, Android phones and other devices.
Do I need to install other software?
Cloud Appointments produces PDF files that can be viewed in the web browser. You may need to download the (free) Adobe Acrobat Reader or equivalent so you can view these PDF files.
What if I don’t like how something works or need something extra?
We always interested to know how we can improve or add to the Cloud Appointments system, so do get in touch and we can discuss the functionality you need.
Is the system complicated to use?
Cloud Appointments is designed to be user friendly, but users need to be comfortable with computer systems and accessing the internet using a web browser (such as Chrome or Firefox).
The user interface is intuitive with pop-up help buttons, but spending time learning about the system and how it works does make using it easier, and ensures you get the most out of the system. We help get you up and running and provide email support, online tuition, training videos and guides.
Is it best to use Cloud Appointments on a tablet or desktop?
Could Appointments is designed to be used on both because there are different situations each tool is better suited for.
Tablets are light and portable, so taking a photo or session notes and loading them directly onto a customer’s profile is easy.
There are some functions that are not available or as easy to use on a tablet or phone, so having the right mix of use between tablets, phones and desktops is important.
What web browsers does Cloud Appointments support?
We recommend using Google Chrome or Firefox for all your devices. The version of the browser can impact how web pages work and appear, so it needs to be kept up to date.
Can Cloud Appointments be used internationally?
Yes, and we already have businesses successfully using it in Australia. Our servers are on a main internet trunkline in Auckland, with fast response times. Overseas customers do not get charged GST on Cloud Appointments licences as it's an export it is GST exempt.
Can the GST rates be changed?
The GST rate can be varied to suit your business and country. Products and services can be marked according to their tax requirements, which makes it easy to manage medicines and foodstuffs that are GST zero-rated.
Can I customise patient demographics and session notes in Cloud Appointments?
Yes. Cloud Appointments’ clinic management software allows you to fully customise patient demographics and session notes to suit your clinic’s needs. You can design data entry forms to record standard treatments, patient histories, and other essential information, ensuring your records match your clinical workflow.
Does Cloud Appointments support electronic lab requests and results in New Zealand?
Yes - you can electronically create lab requests and send them directly to the laboratory of your choice. Lab results are received securely within the system from any New Zealand laboratory, streamlining your clinical workflow and reducing paperwork.
Can I create and send electronic prescriptions through Cloud Appointments?
Yes. Our system integrates with the New Zealand Electronic Prescription Service (NZePS), allowing you to create new and repeat prescriptions, track their status and submit them directly to any chosen pharmacy. It also supports Special Authority prescription items. With electronic prescribing becoming mandatory, our software ensures your clinic is prepared.
Does Cloud Appointments connect to ACC for claims and invoicing?
Yes. You can submit ACC45 Accident Claims electronically, generate Fitness for Work documents and send ACC invoices for subsidised treatments and products. Electronic submission ensures faster payments - typically within 5 working days.
Does Cloud Appointments connect with Healthlink?
Yes. The built-in Healthlink interface allows secure communication with other healthcare professionals in New Zealand, including sending and receiving referrals, lab results, and connecting with the ERMS system.
Can I send appointment reminders?
Yes. You can schedule automated appointment reminders via email or SMS. These can be sent before and/or after the appointment, making it easy to remind patients of pre-visit requirements or to request post-treatment feedback.
Does Cloud Appointments allow patients to book online?
Yes. Appointments can be booked directly via your clinic’s internal calendar or through your website using our online booking feature. Clients can choose their appointment details and bookings are instantly updated in your system.
Can I store treatment notes, documents, and images in Cloud Appointments?
Yes. You can securely upload and store treatment notes, images, documents, and spreadsheets in patient records. This includes before-and-after treatment photos and annotated diagrams to document treatment sites and dosages.
Can I use Cloud Appointments for multiple clinic locations and consultants?
Yes, the calendar is designed for multi-location and multi-consultant clinics. It can manage different types of appointments, consecutive treatments, and consultant schedules across various clinic or home visit locations.
Does Cloud Appointments integrate with Xero?
Yes. You can generate invoices and estimates directly in the system and send them to your Xero account for financial reconciliation.
Can I manage hearing aid records and warranty reminders?
Yes. You can store full hearing aid details, maintain a service history, and set up automated reminders for warranty, maintenance, or periodic check-ups via email, SMS or printed letters.
